Library Board

A G E N D A CITY OF WAUPUN LIBRARY BOARD City Hall Council Chambers - 201 E Main St. Waupun Wednesday, May 20, 2026 at 4:30 PM VIRTUAL AND TELECONFERENCE ACCESS AVAILABLE Join Zoom Meeting https://us02web.zoom.us/j/82885375717?pwd=whzdRfwfaobi3zbpmBu89IZbSrL5ck.1 Join Teleconference: 1-646-931-3860 Meeting ID: 828 8537 5717 Passcode: 183078 CALL TO ORDER ROLL CALL RECOGNITION OF 2026-2027 MAYORAL APPOINTMENT OF LIBRARY BOARD MEMBERS 1. Library Board Membership 2026-2027 APPOINTMENT OF LIBRARY BOARD PRESIDENT APPOINTMENT OF LIBRARY BOARD VICE-PRESIDENT APPOINTMENT OF LIBRARY BOARD SECRETARY/TREASURER DESIGNATION OF FUTURE MEETING DATE AND TIME OF THE LIBRARY BOARD PERSONS WISHING TO ADDRESS THE LIBRARY BOARD No Public Participation after this point. CONSIDERATION-ACTION 2. Appointment of Members to the Hiring Committee 3. Appointment of Members to the Budget Committee 4. Establish Threshold for Billing Adjacent Counties due to their Residential Use 5. Approval of Prior Meeting Minutes - April 15, 2026 6. Authorization for Payment of Monthly Expenses DISCUSSION-REVIEW 7. Recognition of Waupun Library Board Member Janet Gehl Service to the Board 8. 2027 City of Waupun Budget Timeline 9. Librarian's Monthly Report - April CONSIDERATION-ACTION LIBRARY DIRECTOR VACANCY 10. Waupun Public Library Director Replacement Timeline 11. Waupun Public Library KPI Dashboard Strategic Transition & Performance Framework CLOSED SESSION The Waupun Library Board will adjourn in closed session under Section 19.85 (1)(c)(e) of the WI Statutes for the purpose of: 12. To review and discuss the employment record, performance strengths, and performance weaknesses of the former Library Director for the purpose of identifying Library Director position criteria and developing interview questions for the Library Director recruitment and selection process 13. To deliberate on and develop interview questions and evaluation criteria for the Library Director recruitment and selection process, the specific contents of which require confidentiality for competitive reasons so as not to provide any candidate a significant advantage over another and to ensure the ability to assess each candidate's on-demand competency OPEN SESSION ACTION FROM CLOSED SESSION ADJOURNMENT Upon reasonable notice, efforts will be made to accommodate disabled individuals through appropriate aids and services. For additional information, contact the City Clerk at 920-324-7915. LIBRARY LIBRARY LIBRARY LIBRARY BOARD BOARD BOARD BOARD (3 Year Term) Library Board shall regularly meet on the 3rd Wednesday of each month at 4:30pm Per §43.54, each 4th class city shall consist of 7 members. Members shall be residents of the City except 2 may be residents of other communities. The Library Board shall consist of the Superintendent of Schools and 6 citizens. The Council may name a trustee emeritus to serve with the Board, without voting rights, but with all other privileges of office. Library Board to appoint President, Vice President, Secretary/Treasurer. Per §43.60 (3a), A county chairperson, with the approval of the county board, may appoint from among the residents of the county additional members to the library board of a public library of a municipality located in whole or in part in the county, for a term of 3 years. SUPERINTENDENT OF SCHOOLS/DESIGNEE Steve Hill CITIZEN-WAUPUN / ALDERMAN Ryan Mielke CITIZEN-OTHER COMMUNITY 4/30/2027 Bev Martens CITIZEN-WAUPUN 4/30/2029 Linda Nickel CITIZEN-WAUPUN 4/30/2027 Marie Svec CITIZEN-WAUPUN 4/30/2029 Casey Homan CITIZEN-OTHER COMMUNITY 4/30/2028 Randy VandeZand e COUNTY APPOINTMENT FDL County Appointment 4/30/2027 Mike Beer AGENDA SUMMARY SHEET MEETING DATE: 5-20-2026 TITLE: Establish Threshold for Billing Adjacent Counties due to their Residential Use AGENDA SECTION: CONSIDERATION-ACTION PRESENTER: Pam Garcia, Assistant Library Director DEPARTMENT GOAL(S) SUPPORTED (if applicable) FISCAL IMPACT ISSUE SUMMARY According to Wis. Stat. 43.12, we are able to bill adjacent counties for use by residents of municipalities that do not operate public libraries. Because we are in Dodge and Fond du Lac Counties, the counties we are able to bill include: Calumet, Columbus, Dane, Dodge, Fond du Lac, Green Lake, Jefferson, Sheboygan, Washington, Waukesha and Winnebago. We currently bill Columbus, Dodge, Fond du Lac and Green Lake. When looking at stats from 2025, I noticed that we could receive funds from Jefferson, Sheboygan, Washington and Winnebago counties totaling at least $1046.43 (if reimbursed at the minimum of 70%). A threshold should be set for billing adjacent counties. STAFF RECOMMENDATION: I would recommend we bill counties that would result in receiving funds of at least $100 using the 70% calculation. This would mean billing Sheboygan, Washington and Winnebago Counties for circulation to their non-libraried residents in 2025. We have until July 1, 2026 to submit reimbursement requests to counties. ATTACHMENTS: Please see document included for 2025 circs for billable counties (that we don’t currently bill). I also included information on circs to these counties through April 2026 for your information. RECOMMENDED MOTION OPTIONS: Motion to bill adjacent counties when the threshold of $ is reached using the 70% reimbursement calculation. County 2025 circs 100% 70% 2026 circs through April 2026 Calumet 0 0 Dane 0 0 Jefferson 10 $90.60 $63.42 0 Sheboygan 35 $317.10 $221.97 41 Washington 33 $298.98 $209.29 76 Waukesha 0 0 Winnebago 87 $788.22 $551.75 1 $1,494.90 $1,046.43 Page 1 of 2 Minutes of the Waupun Public Library Board Meeting Wednesday, April 15, 2026 The Waupun Public Library Board was called to order by Dr. Bev Martens, President, at 4:30 p.m. on Wednesday, April 15, 2026. Present were Beer, Gehl, Hill, Homan, Martens, Mielke, Sanders and Garcia. Svec was present via Zoom. Also in attendance were: Rohn Bishop, Wayne Fix, Andy Nygren, Jenny Nygren, Madeleine Nygren, and Kathy Schlieve. Persons wishing to address the Library Board No appearances. Consideration-Action 1. Closing of the Waupun Public Library Special Fund Motion by Gehl to authorize the closing of the NEBAT Waupun Library Special Fund and transfer the total balance of $9,619.19 to be held in an account with other Library funds that will be recorded in a Reserve Account within the City’s accounting system; second by Beer. Motion carried on roll call vote 7-0. 2. Termination of Manual Checking Account Procedures & Guidelines Motion by Hill to terminate the Manual Checking Account Procedures & Guidelines; second by Mielke. Motion carried. 3. Carnegie Corporation of New York Gift Motion by Hill to authorize transfer of $9,000 of the $10,000 gifted from the Carnegie Corporation of New York from the Library Fund to the City Capital Projects Fund to be used at the discretion of the Department of Public Works for the Carnegie Building/Waupun Heritage Museum located at 22 S. Madison St., Waupun, WI; second by Beer. Motion carried on roll call vote 7-0. 4. Authorize Payment of Expenses Motion by Svec to pay the bills as presented; second by Homan. Motion carried on roll call vote 7-0. 5. Approval of Prior Meeting Minutes, March 18, 2026 Motion by Beer to accept the minutes as presented, second by Hill. Motion carried. Discussion-Review 6. Librarian Monthly Report, Statistics and Budget Summary through March 31, 2026 were reviewed. 7. Library Board Member Meaghan DeJager’s Service to the Board was recognized. Thank you, Meaghan, for your service. Consideration-Action Library Director Vacancy 8. Waupun Public Library KPI Dashboard-Strategic Transition & Performance Framework Page 2 of 2 Motion by Hill to table the KPI discussion until the next board meeting, with the plan to select 5-8 of the proposed indicators to be reviewed on an annual basis; second by Mielke. Motion carried. 9. Overview Employment Practice Liability and Hiring Process Oversight Kathy gave a brief presentation to stress the importance of using a structured, fair and legally compliant hiring process. 10. Library Director Job Description Motion by Beer to approve the Library Director job description; second by Mielke. Motion carried. 11. Library Director Hiring Timelines and Process Motion by Beer that the Library Board adopt a standardized hiring process to ensure recruitment and selection activities are conducted in a fair, consistent, and legally compliant manner. The process shall include collaboration with the City’s Human Resources Department as outlined. I further move that the Board may determine, through its deliberative process, whether candidate interviews and final selection are conducted by the full Board or by a designated hiring committee, with final action taken by the Board prior to scheduling of initial interviews; second by Hill. Motion carried. Adjournment Motion by Beer, second Hill, to adjourn at 5:12pm. Motion carried. May 1 Budgets initialized in MiBudget May 1 Capital/Equipment Improvement Plans distributed May 26 Committee of the Whole - annual budget process, debt overview and prioritization setting workshop for Council May-June Department Heads work with committees/boards/commissions to establish budget priorities June 30 Committee of the Whole - Budget Workshop June 30 Capital/Equipment Improvement Plans due July 6 Department budgets due July - Mid Department Heads to meet with Finance Director to review any budget submittals or requests July 13 Administrator and Finance Director review department budget submittals and requests July 28 Committee of the Whole - Budget Workshop July-Aug Department Heads meet with committees to review budget submittals August Administrator and Finance Director review department budget submittals and requests and hold Department Head budget meeting August 25 Committee of the Whole - Budget Workshop Present proposed 2027 Capital and Equipment Improvement Plan Sept - Mid Prepare Budget Report Summary Sept 8 Council meeting - present full proposed budget, Council approves publishing the public hearing notice Oct 14 Post Budget Narrative website Nov 10 Common Council Public Hearing and adoption of 2026 Budget City of Waupun 2027 Budget Schedule K:\Finance\BUDGET\2027\1 - SCHEDULE BUDGET TIMELINE AND MEMOS\2027 Budget timeline with notes.xlsx To: Department Heads 5/1/2026 2027 Budget - Capital Projects and Equipment Replacement Budget Requests Attached, you will find the Capital Projects and Equipment Replacement Schedules for the years 2026 – 2030. Please review the projects and items that are listed on the schedule for your department. As we are beginning the budget season, it is very important that you provide a list of items that your department will need next year and over the next five years for both Capital and Equipment projects. Using the Table on page 2, please provide me with a list of items that should be added to this schedule. After you have completed this form, please scan and email it to me along with scanned copies of your estimates and/or quotes to support the requested amount. Equipment/Vehicle Replacement items: List the expected cost of the equipment /vehicle in the year you expect to purchase the item. The cost that you list should include everything that will go into that item, for example, if you are purchasing a new squad, make sure to include all of the costs that go into making that vehicle ready for use. Equipment can be equipment or software with a useful life of 3 years or more and a value of $1,000 or more. Capital Expenditures/Construction items: A capital project is defined as a study, engineering/design, and construction, or a combination of all 3 phases totaling $5,000 or more and having a useful life of at least 5 years. ( Vehicles and equipment are excluded from this category.) Examples of major capital expenditures are: • New buildings, significant remodeling, repairs or additions • New streets or reconstruction of existing streets • Park structures and improvements • Storm Sewer, retention ponds If your project is funded by multiple funding sources, i.e. capital fund + Stormwater Fund + grant, please provide the name of the funding source and the amount that will come from that source. If you anticipate receiving a grant for any portion of a listed item, please indicate the amount of the grant you anticipate receiving. Thank you, Casey Langenfeld Director of Finance Department Head Name Completing this Form: _________________________ EQUIPMENT/VEHICLES Equipment/Vehicle Name Estimated Cost of the Item 2027 2028 2029 2030 2031 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. CAPITAL PROJECTS Capital Project Name Estimated Cost of the Item 2027 2028 2029 2030 2031 1. Funding Source: Funding Source: 2. Funding Source: Funding Source: 3. Funding Source: Funding Source: 4. Funding Source: Funding Source: 5. Funding Source: Funding Source: 6. Funding Source: Funding Source: 2026-2030 Account Number 2026 2027 2028 2029 2030 1 General Government 2 City Hall Facility Improvements (design/eng 2029, 2030) 400-10-5140-800 500,000 6,000,000 3 City Hall Facility Improvements - Tuck Point 400-10-5140-800 4 City Hall Facility Improvements - ADA Parking/sidewalk 400-10-5140-800 5 General Government Total - - - 500,000 6,000,000 6 7 Public Safety 8 Fire 9 Safety Building Design/Engineering 400-40-5211-800 75,000 10 Safety Building Addition and showers 6,000,000 11 Fire Total 75,000 - 6,000,000 - - 12 Police Total 13 14 Police Total - - - - - 15 Public Safety Total 75,000 - 6,000,000 - - 16 17 Public Works 18 Library Facility Improvements - Elevator (order in '25) eng. '26 400-60-5511-800 23,000 120,000 19 Paid for from Library Fund Balance (23,000) (120,000) 20 Library - Engineering for parking lot 400-60-5511-800 21 Library - Roof Drainage 400-60-5511-800 22 Library - Seal Parking Lot 400-60-5511-800 23 Museum - tuck point/steps/railing/windows 400-20-5512-800 24 Garage - floor grates/overhead doors/salt shed (2032) 400-70-5412-800 25 Sidewalk Replacement 400-70-5444-800 100,000 100,000 100,000 100,000 100,000 26 Sidewalk Special Assessments 400-42-4230-000 (50,000) (50,000) (50,000) (50,000) (50,000) City of Waupun Capital Projects Schedule K:\Finance\BUDGET\2027\12 - 400 410 CAPITAL AND EQUIPMENT\2027-2031 Capital Projects and Equipment.xlsx 1 2026-2030 Account Number 2026 2027 2028 2029 2030 City of Waupun Capital Projects Schedule 27 Streets 28 Street Design and Engineering 400-70-5420-800 115,000 45,000 29 Park Street (Watertown/Grove) 590 ft - engineering 400-70-5436-800 23,982 30 Park Street (Watertown/Grove) 590 ft - engineering 700-10-5192-800 17,229 31 Park Street (Watertown/Grove) 590 ft - project 400-70-5436-800 342,610 32 Park Street (Watertown/Grove) 590 ft - project 700-10-5192-800 246,130 33 Park Street (Watertown/Grove) 590 ft - potential grant (300,745) 34 Park Street (Watertown/Grove) 590 ft - potential grant 700-10-5192-800 (161,939) 35 Roosevelt St (Watertown/Grove) 590 ft - engineering - 83% 400-70-5436-800 23,982 36 Roosevelt St (Watertown/Grove) 590 ft - engineering - 17% 700-10-5192-800 7,053 37 Roosevelt St (Watertown/Grove) 590 ft - project 400-70-5436-800 342,610 38 Roosevelt St (Watertown/Grove) 590 ft - project 700-10-5192-800 100,750 39 Roosevelt St (Watertown/Grove) 590 ft - potential grant (297,100) 40 Roosevelt St (Watertown/Grove) 590 ft - potential grant 700-10-5192-800 (60,852) 41 Grove (Park/Franklin) 660 ft - engineering - 70% 400-70-5436-800 25,783 42 Grove (Park/Franklin) 660 ft - engineering - 30% 700-10-5192-800 14,300 43 Grove (Park/Franklin) 660 ft - project 400-70-5436-800 368,330 44 Grove (Park/Franklin) 660 ft - project 700-10-5192-800 204,290 45 Grove (Park/Franklin) 660 ft - potential grant (326,754) 46 Grove (Park/Franklin) 660 ft - potential grant 700-10-5192-800 (140,038) 47 Franklin St (Grove to Grove) 250 ft - engineering 400-70-5436-800 3,605 48 Franklin St (Grove to Grove) 250 ft - engineering 700-10-5192-800 7,421 49 Franklin St (Grove to Grove) 250 ft - project 400-70-5436-800 51,510 50 Franklin St (Grove to Grove) 250 ft - project 700-10-5192-800 106,020 51 Franklin St (Grove to Grove) 250 ft - potential grant (113,393) 52 Shaler Drive Extension - engineering and project 419-70-5435-800 1,789,000 53 Dodge County Grant 419-70-5435-800 (894,545) 54 Street Project 400-70-5436-800 55 Mill and Overlay Streets 400-70-5436-800 241,762 210,000 240,000 240,000 56 Alley - Wind and Unwined Street 405-70-5436-800 1,000,000 57 Streets Total 2,251,217 210,000 1,930,605 240,000 240,000 58 Public Works Total 2,301,217 260,000 1,980,605 290,000 290,000 K:\Finance\BUDGET\2027\12 - 400 410 CAPITAL AND EQUIPMENT\2027-2031 Capital Projects and Equipment.xlsx 2 2026-2030 Account Number 2026 2027 2028 2029 2030 City of Waupun Capital Projects Schedule 59 60 Stormwater Ponds 61 Gateway Drive - Construction and land acquisition (2025/2026) 700-10-5192-800 62 Rounsville St 700-10-5192-800 63 Edgewood Community Church (2031) 700-10-5192-800 64 2030 apply for UNPS Grant $100,000 + $50,000 65 Monroe St (south of Harris Mill Pond) (2041) 700-10-5192-800 66 Claggett Pond (2045) 700-10-5192-800 67 Stormwater Total - - - - - 68 69 Culture, Recreation, Education 70 Ice Arena - Larger Roof 400-20-5514-800 100,000 71 Aquatic Center Facility Improvements - painting 400-20-5523-800 5,000 5,000 20,000 72 Aquatic Center Facility Improvements - umbrellas 400-20-5523-800 73 Pine Street Park Bridge (TAP Grant?) 400-20-5525-800 74 Bike Trail (Gateway) 400-20-5525-800 75 Wilcox Park Inclusive Playground 400-20-5525-800 232,000 76 Wilcox Park Playground Grant (25%) (58,000) 77 Wilcox Park Playground Fundraising (33%) (76,560) 78 Playground Replacement (Zoellner/Buwalda) 400-20-5525-800 40,000 79 Welcome to Waupun Entry Signs (qty 4) 400-20-5525-800 80,000 80 Culture, Recreation, Education Total - 97,440 125,000 5,000 120,000 81 82 Capital Projects Total (less grants/assessments) 2,376,217 357,440 8,105,605 795,000 6,410,000 83 Less Stormwater Expenses Fund 700 - - (703,193) - - 84 Total Capital Expenses 2,376,217 357,440 7,402,412 795,000 6,410,000 85 86 Debt Issue 1,894,455 - 7,885,605 - 6,000,000 87 Fund Balance Applied 141,762 17,440 455,000 70,000 88 Levy Amount Allocated to Capital Projects Fund 340,000 340,000 340,000 340,000 340,000 K:\Finance\BUDGET\2027\12 - 400 410 CAPITAL AND EQUIPMENT\2027-2031 Capital Projects and Equipment.xlsx 3 2026-2030 Account Number 2026 2027 2028 2029 2030 1 General Government 2 Computer & Device Updates 410-10-5140-400 9,200 9,300 9,000 9,000 9,000 3 Plotter Printer 410-10-5140-400 10,500 4 General Government Total 19,700 9,300 9,000 9,000 9,000 5 6 Public Safety 7 Police 8 Police Squad - Explorer - Patrol 410-40-5211-400 60,000 61,000 62,000 63,000 128,000 9 Police Squad - F150 - K9 410-40-5211-400 70,000 10 AED 410-40-5211-400 2,000 - 2,100 2,100 - 11 Computer Upgrades=service fee, dell mdc, desktop, 3 monitors, & cradle point mobile internet device 410-40-5211-400 8,000 8,000 8,000 8,000 8,000 12 Bullet Resistant Vests 410-40-5211-400 3,500 3,500 3,500 3,500 3,500 13 Drone Program 410-40-5211-400 5,500 14 Tasers 410-40-5211-400 5,200 5,200 5,200 5,200 5,200 15 Squad Radio 410-40-5211-400 19,400 38,800 16 Portable/Handheld Radios 410-40-5211-400 17,850 17,850 9,000 - - 17 Body Cameras (1 camera) 410-40-5211-400 2,400 2,600 2,600 2,600 2,600 18 Squad Cams (3) and Cloud Storage/set up 410-40-5211-400 6,500 6,500 6,500 6,500 6,500 19 Rifles and Attachments (2) 410-40-5211-400 5,200 2,600 2,600 2,600 2,600 20 Police Total 205,550 146,050 101,500 93,500 156,400 21 Fire 22 Computer Upgrades 410-50-5231-400 9,000 23 Turnout Gear (3 sets '26, 10 sets '27) 410-50-5231-400 18,000 60,000 60,000 60,000 18,000 24 Mobile Radios (599) 410-50-5231-400 14,000 25 Mobile Radios (594 & 597) 410-50-5231-400 14,500 26 Portable Radios 410-50-5231-400 55,000 56,500 58,000 27 SCBA Refill Tank 410-50-5231-400 28 4-Gas Meter 410-50-5231-400 2,700 2,800 29 Extrication Equipment (JAWS) 410-50-5231-400 80,000 30 Gear Extractor 410-50-5231-400 31 HCN gas meter 410-50-5231-400 1,500 32 Chevy Tahoe Replacement 410-50-5231-400 75,000 33 Squad (2031) 410-50-5231-400 34 Pumper (2031) 410-50-5231-400 35 Fire Total 18,000 62,700 117,800 221,000 165,500 City of Waupun Equipment Schedule K:\Finance\BUDGET\2027\12 - 400 410 CAPITAL AND EQUIPMENT\2027-2031 Capital Projects and Equipment.xlsx 4 2026-2030 Account Number 2026 2027 2028 2029 2030 City of Waupun Equipment Schedule 36 Public Safety Total 223,550 208,750 219,300 314,500 321,900 37 38 Public Works 39 Dump Truck 410-70-5411-400 310,617 320,000 330,000 40 Payloader with attachments (25% to SW) 410-70-5411-400 320,000 41 Mower or Tractor/Mower 410-70-5412-400 54,105 20,000 62,000 42 1/2 Ton or 1 Ton Truck 410-70-5412-400 63,000 65,711 43 Radar Speed Signs 410-70-5411-400 44 Compactor 410-70-5411-400 2,000 45 Forklift 410-70-5411-400 46 Grader 410-70-5411-400 47 Air Compressor 410-70-5411-400 48 Street Sweeper 700-10-5192-800 400,000 49 Slope Mower 410-70-5411-400 50 Public Works Total 310,617 374,105 383,000 352,000 527,711 51 52 Culture, Recreation, Education 53 Aquatic Facility Cameras 410-20-5523-400 9,600 54 Aquatic Facility Pool Furnishings and Safety Equipm 410-20-5523-400 5,000 5,000 5,000 5,000 5,000 55 Culture, Recreation, Education Total 14,600 5,000 5,000 5,000 5,000 56 57 Transportation 58 Taxi ADA Minivan 501-10-5154-500 75,000 59 State Taxi Grant $58,000 (58,000) 60 Transportation Total - 17,000 - - - 61 62 Equipment Total 568,467 614,155 616,300 680,500 863,611 63 Less SW Expenses Fund 700 700-10-5192-800 (400,000) 64 Less Taxi Grant Expenses Fund 501 501-10-5154-500 (17,000) 65 Total Equipment Expenses 568,467 597,155 616,300 680,500 463,611 66 67 Debt Issue - 320,000 383,000 410,000 330,000 68 Estimated Fund Balance Applied 287,537 52,155 8,300 45,500 - 69 Levy Amount Allocated to Equipment Fund 280,930 225,000 225,000 225,000 225,000 K:\Finance\BUDGET\2027\12 - 400 410 CAPITAL AND EQUIPMENT\2027-2031 Capital Projects and Equipment.xlsx 5 LIBRARY MONTHLY REPORT May 2026 Subject Summary Stats and Budget Statistics and Budget Summary documents for April 2026 are included for your review. SRP Promotion Lisa and other various staff members have been and will be promoting the Summer Reading Program at various events and schools including ESL Night at RRIS; RRIS Night of Excellence; visits from Kindergarten, 1st and 4th grade classes; visiting 4K classes at MVP. Upcoming Programs Upcoming programs include a Summer Reading Program kickoff, meet the illustrator with Allison Disch, KidsPlay, Writers’ Workshop events for teens, perler beads, storytimes, Lego Club events, Toddler Tuesday events, adult book club, and adult craft nights. 250th Programming Three events are scheduled throughout the summer to celebrate the 250th signing of the Declaration of Independence. On June 16, we will have a trivia night with topics including Waupun, Wisconsin, and United States history. In the month of July, we will have a scavenger hunt around Waupun, at historic and/or significant Waupun landmarks. Participants will submit their answers, and the most accurate submissions will be entered for prize(s). On August 18, Pam plans to present a program on local, state and national celebrations of the signing of Declaration of Independence (title of program is yet to be determined). Staffing Individuals were interviewed for the Library Page position. Abby Grochowski was offered the position and accepted it. She will start on May 18. WAPL Conference Wayne Fix, Pam Garcia and Rachel Rosenow attended the WAPL Conference at the Osthoff Resort in Elkhart Lake on April 28. Please see enclosed sheet describing the breakout programs they attended. Staff Evaluations Three staff members still need to meet with Pam. Target date of completion is June 1. Website/Meeting Management Software Civic Plus purchased Municode, who was our website host. Our website data has been transferred to Civic Plus’s interface. Pam is working on cleaning up the website, as not everything transferred correctly. Additionally, Municode handled our agenda/meeting management software. The City is still in transition between Municode and Civic Plus for this software piece. Waupun Public Library Monthly Statistics CIRCULATION Apr. 26 Apr. 25 YTD 2026 YTD 2025 YTD% Juvenile Nonfiction 276 499 1,500 1,709 -12.2% Juvenile Fiction 2,582 2,400 9,756 6,852 42.4% Juvenile Periodical 9 11 27 30 -10.0% Juvenile Book on CD 26 17 69 60 15.0% Juvenile MP3 audio 42 4 47 8 487.5% Juvenile DVD 295 243 1,067 866 23.2% Juvenile Music CD 5 2 13 6 116.7% Juvenile Video Game 76 52 265 147 80.3% Misc. (kits, av tapes, etc) 0 1 10 5 100.0% Total Juvenile 3,311 3,229 12,754 9,683 31.7% Adult Nonfiction 467 437 1,921 1,723 11.5% Adult Fiction 1,835 1,872 7,238 5,794 24.9% Adult Periodical 33 45 174 172 1.2% Adult Book on CD 127 84 460 277 66.1% Adult MP3 audio 5 5 17 9 88.9% Adult DVD 1,433 1,441 5,913 4,474 32.2% Adult Music CD 78 106 307 287 7.0% Adult Video Game 17 23 64 27 137.0% Pamphlets/Vertical File 0 0 10 0 #DIV/0! Equipment/die cuts 2 0 6 3 100.0% Misc (kits, tapes, av games) 0 0 2 15 -86.7% Total Adult 3,997 4,013 16,112 12,781 26.1% State Report Circulation 7,308 7,242 28,866 22,464 28.5% Downloads (OverDrive) 1,224 1,259 5,216 3,777 38.1% Downloads (Hoopla) 556 404 1,916 1,061 80.6% ILL-Items Sent 2,444 2,638 9,964 7,574 31.6% ILL Item Received 43 54 256 139 84.2% TOTAL CIRCULATION 11,575 11,597 46,218 35,015 32.0% To Columbia Co. Rural 86 51 267 302 -11.6% To Dodge Co. Rural 788 530 2,655 1,740 52.6% To FDL Co. Rural 1,355 1,368 5,237 4,386 19.4% To Green Lake Co. Rural 10 24 53 114 -53.5% Rural circ subtotals 2,239 1,973 8,212 6,542 25.5% Patron Gate (visits) 4,755 4,222 18,560 13,086 41.8% In-person Programs 707 343 2,257 1,020 121.3% Virtual Programs 0 0 0 0 #DIV/0! Take & Make Activities 98 27 304 103 195.1% Meeting Room Use 276 286 1,095 830 31.9% Computer Use 260 307 1,044 882 18.4% Wireless Use 397 361 1,579 1,151 37.2% Reference Questions 528 418 2,151 1,603 34.2% Monthly website hits 2,411 1,973 9,758 5,357 82.2% Curbside/Window service 101 117 411 386 6.5% Wisconsin Association of Public Libraries (WAPL) Conference, April 28, 2026 Inside the Public Library Standards Makeover (Pam and Wayne attended) This was an interactive session. They had four Easel sheets on the wall asking about the tier structure, what other metrics could be incorporated, what limits libraries from implementing the standards and frequency and method of reviewing the standards in the future. They also discussed their process and timeline with a target completion of September, 2026. Chicken Soup for the Library Soul: An Interactive Presentation About Food Programming (Pam attended) This program was presented by a library in Milwaukee County. One of their branches received a Charlie Cart, which is a compact mobile kitchen including a compact convection oven, induction cooktop, electric griddle, Vitamix blender, 170+ piece kitchen utensils, rinse sink, mixing bowls, and full curriculum. However, it was recognized that many smaller libraries could not afford this. We broke up into groups to discuss smaller-scale options for food programming and sharing ideas between libraries. The presenter demonstrated how simple food programming can be by whipping up a quick recipe and sharing with the group. How Do You Know What The Future Holds For Your Library? Plan!! (Pam attended) Cindy Fesemyer, Library Consultant, described a model outline for creating a strategic plan, incorporating a timeline, surveys, focus groups and interviews, workshops to review data and draft plan before presenting to the Board for finalization and implementation. Also presented were links to forms for libraries adding space or building new to determine costs of their vision. Lunch on the Library Lawn: A Community Powered Lunch Program at the Rio Community Library (Rachel attended) My first breakout session was a librarian in Rio who talked about different ways their library interacts with the community. The big interaction is that the library hosts summer lunches but different groups in the community make and serve. Programs follow the lunches. Kindle Kindness, Community in Action (Rachel attended) My second breakout was a librarian in Lancaster who talked about different ways their library is spreading kindness in the community. My favorite idea from it was a Kid Grant program where the kids can "write grants" to "apply for $20 to buy flowers for my neighbor to make her smile." Their main focus on spreading kindness was their interaction with their jail. Build Your Brary: A Motivational Engagement and Outreach Bootcamp for Every Library (Rachel attended) My third breakout was a brainstorming session about making programs for the library and how to circumvent common problems with creating programs. The acronym used was SAID- Space for the program; Aid needed to run the program; Ideas for the program; Day for the program to work. There were many ideas thrown out for different types of programs (slightly modeled on adaptive education where it would fall under different categories: Critical/Instructional, Physical/Active, Imaginative/Creative, Belonging/Connectivity). Managing Change: Transform at the Right Speed (Wayne attended) Discussed following various guidelines for managing change, including knowing Chapter 43, having a strategic plan, evaluating needs of the community and providing welcome packets to new board members. The following book was recommended to use as a reference: Small Public Library Management. The speaker was very knowledgeable in the topic of her discussion. Experiment with Recycling News About Your Library (Wayne attended) Discussed evaluating previous programming and using again what worked. Discussed having periodic event like recognizing a monthly event and implementing a summer reading program. The speaker was very energetic and inspiring! WAUPUN PUBLIC LIBRARY - TENTATIVE HIRING TIMELINE The following tentative timeline outlines key steps and anticipated dates in the library director hiring process. While dates may be adjusted based on candidate availability or board scheduling needs, this timeline provides a structured framework to ensure a fair, transparent, and efficient search from recruitment through final selection. Step Target Date Responsible Party Notes Board Approves Job Description April 15 Library Board Forward to Council Council Review April 21 HR Prepare Public Posting Recruitment Process Begins April 22 – May 20 Hiring Committee / HR Post online job boards, social media channels Newspaper Print Ads April 25 – May 6 Hiring Committee / HR Run 2 print ads per publication deadlines (run concurrently we previous) Develop Interview Questions (First and Final Round) April 25 – May 13 Hiring Committee Standardized Process (HR can support) Identify Primary Contact for Candidates May 13 Hiring Committee Create a clear communication link for all candidates to interface with and coordinate logistics (HR can support) Application deadline May 21 Hiring Committee / HR Ensure all applications are logged (HR can support) Initial screening of applications May 21 – 27 Hiring Committee Review for minimum qualifications; Documentation of review process (HR can support if needed) Primary contact coordinates logistics for candidates May 27 through June 23 Hiring Committee (HR can support) Candidate interviews (first round) June 1 – 9 Hiring Committee Standardized process. May include phone or virtual interviews; Documentation of review process (HR can support if needed) Candidate interviews (final round) June 15 – 23 Hiring Committee Standardized process. In-Person interviews; Documentation of process and decisions. HR able to coordinate logistics/recordkeeping if needed. Reference & background checks June 23 – 26 Hiring Committee Standardized process. Verify credentials and work history (Document all interactions); HR able to provide support as needed. Final Selection and Terms of Offer June 30 Hiring Committee Verify any legal considerations, including wage and benefits, etc. (HR able to support if needed) Written Conditional Offer June 30 Hiring Committee Present Offer to Candidate Verbally and in Writing. Review Offer letter with HR/legal prior to submission. Negotiate offer if needed. Board Approval of Candidate (based on candidate acceptance) July 15 Library Board Special Meeting Required; Motion and vote recorded in open session Tentative New Director Start Date August 15 Library Board Orientation and onboarding (assumes any external candidate currently employed would provide 30-day notice; internal candidate would move this faster) Step Target Date Responsible Party Notes Library Board is responsible for maintaining all record keeping for process. HR support is available from City where request ed. Recommend that hiring committee meet with City’s insurance company to understand employment practice liability considerations. City’s legal counsel would represent City in a ny case that emerges. Hiring committee may want to obtain legal counsel to represent them / answer questions during hiring process if not working with City’s HR services. 1. COLLECTIONS: Collection Turnover Rate ● Definition: Total annual circulation divided by total collection size. Total Annual Circulation 2025 = 139,234 Total Annual Physical Item Circulation 2025 = 118,768 Total Collection Size 4-13-2026 = 90,308 118,768/90,308 = 1.32 139,234/90,308 = 1.54 ● Why the Board should track it: This metric measures whether you are buying what the community actually wants. It proves to funders that the library is an actively used community asset rather than just a stagnant "warehouse" for books. A low turnover rate flags that the collection is aging and needs aggressive weeding, or that the purchasing strategy needs to change. COLLECTIONS: Collection Turnover Rate Definition: Total annual circulation divided by total collection size. Evaluates how relevant and utilized the collection is, rather than just how many books are on shelves. ● 5 Stars (Exemplary): 3.0x turnover per year. ● 4 Stars (Accomplished): ~1.5x to 2.0x turnover per year. ● 3 Stars (Progressing): 1.0x turnover per year. ● 2 Stars (Developing - (when in first year) /Needs Improvement): 0.75x turnover per year. ● 1 Star (Inadequate): <0.50x turnover per year. Information to note: 1. We normally weed children’s and young adult books with 5 years of no usage. (Mostly this is due to space issues; sometimes we need to weed more aggressively.) 2. We normally weed adult books with 10 years of no usage. a. Some collections could be weeded more often (Fiction, Nonfiction), and we already do so when space issues arise in certain areas. b. Some collections have very few items to weed even after 10 years (Inspirational, Large Print , Science Fiction, Westerns). c. We do have some material that will never or rarely be weeded (classics, reference materials , certain other subjects/titles based on collection representation). 3. We have never weeded CDs, DVDs, and Books on CD, except if they are broken or don’t play. Possible solutions to improve: Weed more aggressively, subtract out reference materials and other items kept without regard to usage from total size, run reports of titles/items/subjects most circulated and purchase more of those subjects/genres; survey community. 2. SERVICES: Program Attendance per Capita ● Definition: Total annual program attendance divided by the municipal population. Total Annual Program Attendance 2025 = 4,021 Total Municipal Population 2020 Census = 11,330 4,021/11,330 = .355 ● Why the Board should track it: This proves the library’s value as a vital community hub and educational center. High program attendance justifies the staff time and budget dedicated to programming and shows city leaders that the library actively combats social isolation and supports lifelong learning. SERVICES: Program Attendance per Capita Definition: Total annual program attendance divided by municipal population. Measures the library’s impact as a community hub. ● 5 Stars (Exemplary): 0.60+ attendees per capita. ● 4 Stars (Accomplished): ~0.37 attendees per capita. ● 3 Stars (Progressing): 0.25 attendees per capita. ● 2 Stars (Developing - (when in first year) /Needs Improvement): 0.15 attendees per capita. ● 1 Star (Inadequate): <0.10 attendees per capita. Information to note: 1. The 2020 census reported 2,796 prisoners, which are included in Waupun’s municipal population. Total Annual Program Attendance 2025 = 4,021 Total Municipal Population 2020 Census – Prison Population 2020 Census: 11,330 – 2,796 = 8,548 4,021/8,548 = .47 2. What about our service population? 2024 Wisconsin Public Library Service Data indicates our additional county population is 2,699. 11,330 + 2,699 = 14,029. 4,021/14,029 = .287 3. Or, Service – Prison, 14,029 – 2,796 = 11,233 4,021/11,233 = .358 Possible solutions to improve: more programming, survey residents to discover programming interests, locate additional advertising outlets, partner with other community groups to draw attention to library events. 3. GOVERNANCE: Board Operations & Policy Currency ● Definition: Tracks how frequently the Board meets and reviews essential operating documents (strategic plans, bylaws, and policies). ● Why the Board should track it: This protects the library (and the City) from legal liabilities and operational risks. Regularly reviewed policies ensure that staff have clear, consistent guidelines to follow, which builds a healthy, transparent organizational culture and prevents "ad-hoc" decision- making. GOVERNANCE: Board Operations & Policy Currency Definition: Tracks how frequently the Board meets and reviews essential operating documents to mitigate liability and manage risk. ● 5 Stars (Exemplary - Tier 3 WI Standard): Bylaws and all policies reviewed at least every three years. Board demographics reflect the community. ● 4 Stars (Accomplished - Tier 2 WI Standard): Board meets no fewer than 12 times/year; maintains expanded written policies beyond the bare essentials. ● 3 Stars (Progressing - Tier 1 WI Standard): Meets at least 10 times/year; maintains only the core "essential" policies with no established review cycle. ● 2 Stars (Developing - (when in first year) /Needs Improvement): Board struggles to maintain consistent meetings; multiple core policies are outdated. ● 1 Star (Inadequate): Lack of essential written policies or a failure to comply with open meetings/public records laws. In recent years, the Board started on a schedule to review bylaws and policies on a regular basis. I think this is a great idea. I also think we should check with other libraries and CVMIC to see if there are policies we are missing. 4. COLLECTIONS: Total Collection Size per Capita ● Definition: Total number of print, audio, and video items divided by the municipal population. ● Why the Board should track it: This helps the Board monitor the library's physical offerings in depth and breadth. If this shrinks too fast, it indicates severe underfunding; if it grows too fast without corresponding turnover, it indicates poor weeding and cluttered shelves. COLLECTIONS: Total Collection Size per Capita Definition: Total number of print, audio, and video items divided by the municipal population. ● 5 Stars (Exemplary - Tier 3 WI Standard): 10.8 items per capita. ● 4 Stars (Accomplished - Tier 2 WI Standard): 8.7 items per capita. ● 3 Stars (Progressing - Tier 1 WI Standard): 7.0 items per capita. ● 2 Stars (Developing - (when in first year) /Needs Improvement): ~5.0 items per capita. ● 1 Star (Critical): <4.0 items per capita. We are again looking at population, which we could use municipal with or without prison, municipal + service with or without prison. Municipal only: Municipal minus prison: 90,308/11,330 = 7.97 90,308/8,548 = 10.56 Municipal + Service: Municipal + Service – Prison: 90,308/14,029 = 6.44 90,308/11,233 = 8.04 As mentioned above, turnover will have to be watched. Solutions could be similar to those on #2 of run reports of titles/items/subjects most circulated and purchase more of those subjects/genres , and survey the community. 5. Regional Service Impact (Non-Resident Usage Percentage) ● Formula: Rural Circ Subtotals ÷ Total Circulation ● Current Baseline Context: YTD through October 2025, rural circulation was 20,944 out of 119,229 total checkouts. This equals 17.5%. ● Why track it: This is your primary bargaining chip for county funding. If you increase the volume of out-of-city residents you serve, you can justify requesting larger county appropriations. If it drops, your county revenue is at risk.  5 Stars (Exemplary): >25% of total circulation. (Waupun is acting as a premier regional hub, maximizing its eligibility for county reimbursement).  4 Stars (Accomplished): 20% to 24.9% of total circulation.  3 Stars (Progressing): 15% to 19.9% of total circulation. (Stable baseline; maintains current county funding levels).  2 Stars (Developing - (when in first year) /Needs Improvement): 10% to 14.9% of total circulation. Regional relevance is slipping; potential future drop in county revenue).  1 Star (Inadequate): <10% of total circulation. (Drastic drop in non-resident use; severe risk of losing the ~$223k County Appropriation budget line) 2025 Rural Circ totals = 24,233 2025 Total Circulation: 139,234 24,233/139,234 = 17.4% Solutions for improvement: Survey rural families specifically to discover material interests. Run reports to see if rural residents are more likely to use print or digital materials, and increase accordingly. Thinking big: BOOKMOBILE! 6. Cost Per Program Attendee (Programming ROI) ● Formula: YTD Library Programming Expenditures ÷ YTD In-Person Program Attendance ● Current Baseline Context: YTD through October 2025, Waupun spent $11,341 on programming and saw 3,409 attendees. This equals $3.32 per attendee. ● Why track it: It proves financial efficiency to the City Council. It shows that tax dollars spent on events are translating directly into high headcounts.  5 Stars (Exemplary ROI): <$2.00 per attendee. (Programs are incredibly well-attended or heavily subsidized by grants/Friends of the Library, providing massive taxpayer value).  4 Stars (Accomplished ROI): $2.01 to $2.99 per attendee.  3 Stars (Progressing ROI: $3.00 to $4.50 per attendee. (Healthy, expected baseline for high-quality community programming).  2 Stars (Developing - (when in first year) /Needs Improvement): $4.51 to $7.00 per attendee. (Programs are becoming expensive relative to the number of people showing up; marketing or program topics need review).  1 Star (Inadequate): >$7.00 per attendee. (Poor ROI. The library is spending heavily on programs that the community is not attending). I think calculating average cost per person is very important. I believe we should add in take -and- make items, as the cost of these are included in programming expenditures. 4,021 in person + 374 take-and-make = 4,395 $13,583 was the total programming cost for 2025 13,583/4,395 = $3.09 Being directly involved with purchasing supplies for adult crafts, it is extremely difficult to present a craft project that is less than $2.00 per person. Our goal has been $5.00 per person or under. We make up 60 craft kits, $300 max budget per craft kit. $300 is on the low end of the going rate charged by other types of programming (magicians, professional presenters). There are a few options out there for no to very low cost presenters (usually volunteer groups and UW Extension offices). Possible solutions: increase programming, particularly for very low to no cost presentations. Increase amount of sessions that have minimal or no extra cost, because supplies can be re-used, such as Toddler Tuesday, Storytime, Lego Club, Game Nights, MakeDo Crew; look into different types of programming such as Genealogy Club or others that share ideas instead of materials. Survey the public for programming ideas. (We have found in recent years that people like to DO things instead of just listen/watch, especially for adults.) Add in youth/teen programming as there has been little to none of these types of programs throughout the years. I believe some of the funding for our total spent was subsidized by donations, but those donations were included as part of the budget as anticipated. We are not accounting for those in our calculations above. 7. Digital Format Penetration ● Formula: (Downloads OverDrive + Downloads Hoopla) ÷ Total Circulation ● Current Baseline Context: YTD through October 2025, digital downloads (16,714) accounted for 14.0% of total circulation (119,229). By January 2026, it ticked up to 14.7%. ● Why track it: It ensures your materials budget aligns with shifting patron behavior. If digital demand spikes but the budget remains entirely in physical books, patrons will face long wait times for e - materials.  5 Stars (Exemplary): >25% of total circulation. (The library is highly adapted to modern digital demand, with budget allocations shifted appropriately to support e-resources).  4 Stars (Accomplished): 18% to 24.9% of total circulation.  3 Stars (Progressing): 12% to 17.9% of total circulation. (The library is keeping pace with average post-pandemic digital trends).  2 Stars (Developing - (when in first year) /Needs Improvement): 8% to 11.9% of total circulation. (Digital usage is stagnating; the library may not be adequately marketing its OverDrive/Hoopla services).  1 Star (Inadequate): <8% of total circulation. (The library is failing to meet the digital needs of modern patrons, likely alienating younger demographics and remote workers). Overdrive Downloads 2025: 15,071 Hoopla Downloads 2025: 4,814 Total: 19,885 19,885/139,234 = 14.3% Possible ways to improve: purchase more Overdrive content, either only for Waupun patron consumption, or added to Monarch’s pool. Increase monthly Hoopla per person downloads (currently at 5; can realize more during their “Bonus Borrows” time, which is the last 7 days of the month.) If we offer more content or per person downloads, we will confidently experience increased digital circulation; available/allocated funding is key here. 8. Facility "Alternative Use" Growth Rate ● Formula: The combined year-over-year growth percentage of Meeting Room Use + Take & Make Activities + Curbside/Window Service. ● Current Baseline Context: YTD through October 2024, these three metrics totaled 3,610 uses. YTD through October 2025, they totaled 4,208 uses. This represents a 16.5% growth rate. ● Why track it: It shifts the narrative away from the library just being a "book warehouse." It proves the facility is a highly adaptable "Third Place" for civic groups, remote workers, and families.  5 Stars (Exemplary): >25% YTD Growth. (Rapid expansion; the facility is heavily utilized as Waupun's primary community center and flexible resource hub).  4 Stars (Accomplished): 18% to 24.9% YTD Growth.  3 Stars (Progressing): 10% to 17.9% YTD Growth. (Healthy, steady baseline growth in alternative facility uses).  2 Stars (Developing - (when in first year) /Needs Improvement): 1% to 9.9% YTD Growth. (Alternative uses are stagnating; community groups may be finding other places to meet).  1 Star (Inadequate): Negative Growth (<0%). (Decline in facility relevance; the community is relying less on the library's physical space and alternative services). We always love to see the library utilized in other ways in addition to books. Could we also count wireless and wired Internet usage, and reference questions? What about outreach services? What about some of the other services we provide (even though they have a cost)? Faxing, copying, disc repair, laminating? We took on some of these services when Waupun lost our office supply store. Using only the three recommended, 2025 realized a total of 4,846. 2024 was 4,225. This is a 14.7% increase. We don’t actively record counts of outreach services, faxing, copying, disc repair and laminating, but could estimate past usage and start actively recording future usage if requested.